Administrative Assistant

Administrative Assistant is responsible for supporting the Finance and HR functions at The Arc Nassau. This key positions ensures that The Arc Nassau maintains appropriate records in accordance with HIPPA requirements and completes tasks as assigned. This position also maintains coverage of the Reception Area and main phone line. 

Essential Duties 

• Assist HR in maintaining accurate files and records. 

• Assist Finance in maintaining accurate files and records 

• Monitor the main company phone line, answer and take messages as appropriate, ensure coverage for main phone line is secure when unavailable. 

• Ensure paperwork filed complies with organizational policies, confidentiality requirements, and safety procedures. 

• Consolidate and file fuel bill, credit card, private pay clients, Medicaid, mileage, and Respect hours. 

• Assist with payroll, banking, post office visits, and other processes as needed. 

• Upload documents into 3rd party systems as needed (Quickbooks, Bloomerang, etc.). 

• Assist Finance with tracking receipts, expense reports, and invoices. 

• Complete monthly orders for office supplies and program needs. 

Qualifications 

• High School diploma or equivalent. 

• Experience and/or demonstrated abilities in data entry, records management, and 3rd party systems, including Quickbooks. 

• Excellent communication and interpersonal skills. 

• Strong organizational and time-management skills. 

• Proficiency with Microsoft Office, including Excel. Physical Requirements 

• Ability to sit, stand, walk, and lift up to 25 pounds as needed. 

• Ability to travel locally for volunteer and/or fundraising events and community outreach. 

This position is eligible for mileage reimbursement when travel for work purposes exceeds the normal daily commute.